Assistant Facility Manager

JLL•Stamford, CT

5d•Onsite

About The Position

As an Assistant Facilities Manager at JLL, you will lead the orchestration of seamless facility operations for a dynamic client environment. This role involves managing a diverse team, including receptionists, office services coordinators, union staff, and third-party vendors, to ensure excellence in every interaction. You will collaborate with senior leadership on both daily operations and strategic initiatives, such as budget management and sustainability tracking. Your responsibilities encompass the full spectrum of facility management, including overseeing maintenance and repair services, managing vendor relationships, acting as the primary liaison with building landlords, and ensuring all services meet rigorous KPIs and SLAs. You will balance tactical execution with strategic planning, manage operating and capital budgets, and identify cost-saving opportunities aligned with client goals. A key aspect of this role is fostering a collaborative environment by building strong relationships across client teams, vendors, and internal stakeholders. Beyond traditional facility oversight, you will exclusively manage the meetings and events function for Stamford, support the broader region, manage space planning and occupancy changes, and provide hands-on leadership, including stepping in at the front desk when necessary.

Requirements

Minimum 5 years of progressive facilities management experience, including at least 2 years in a supervisory or leadership role.
Solid understanding of building systems, maintenance practices, and facility operations best practices.
Excellent vendor management and contract administration capabilities.
Proficiency with facility management software systems, procurement platforms, ServiceNow, and Corrigo.
Strong communication and interpersonal skills with ability to build effective relationships across all organizational levels.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Experience in corporate office environments.
Background in sustainability initiatives, waste management programs, and space planning.
Demonstrated ability to manage building access systems and security protocols across multiple locations.
Project management experience with ability to support both short and long-term strategic initiatives.
Experience developing succession planning and talent development strategies for facility teams.
Track record of process improvement and client satisfaction enhancement initiatives.

Responsibilities

Lead and develop a high-performing facilities team including receptionists, office services coordinators, union staff, and third-party vendors, allocating resources strategically and ensuring adherence to best practices.
Exclusively own all meetings and events coordination in Stamford and provide support across the broader region, ensuring backup staff are properly trained on event management protocols.
Serve as the primary point of contact for building landlords and act as liaison between union representatives and clients to resolve site-related issues effectively.
Oversee procurement administration, vendor management, engineering and operational contracts, and invoice processing to ensure timely delivery of contracted services and materials.
Monitor and drive client satisfaction by providing seamless facility management services, demonstrating leadership, responsiveness, and creativity in service delivery while continuously improving processes and systems.
Manage operating budgets (OPEX and CAPEX), prepare timely month-end budget reports and re-forecasts, and assist with operational reporting, budgeting, contracts, and financial systems as needed.
Track and report on KPIs, SLAs, waste management, sustainability metrics, and scope matrix to ensure contractual obligations are consistently met.
Coordinate maintenance and repair services, reviewing contractor practices to ensure quality work aligned with manufacturer recommendations and established processes.
Identify and implement cost-saving opportunities by maximizing utilization of service providers, preferred vendors, and efficiency improvements consistent with client objectives.
Submit and oversee ServiceNow tickets for building operations, utility work, facility maintenance, or shutdown activities that may affect client operations, ensuring tickets are properly routed through Corrigo and resolved promptly.
Own, create, and close day-to-day work orders in Corrigo while coordinating all onsite meetings and service requests through the platform.
Resolve problems associated with all building services including janitorial, pantry services, printer rooms, conference rooms, and furniture issues.
Administer building access for all users and visitors on a daily basis, including registration, issuance, and troubleshooting of access-related issues across locations including Boston.
Provide backup coverage for front desk reception during out-of-office periods, acting as an interface with clients, visitors, and guests.
Oversee space planning, occupancy changes, and storage space management for all business units.
Maintain client site pages on the client's intranet system for the region and coordinate with stakeholders to ensure smooth delivery of programs and procedures.
Support unmanned office operations including associate registration for building access and other facility-related needs.